Administrative Assistant

 

Company Description

Aspen & Ivy is a furniture/décor and interior design firm. Our work is guided by a discerning eye that sees art in everything–down to the last detail. Our spaces embrace our clients uniqueness and create memories that last a lifetime.

 

Job Description

By joining our team you’ll become an integral part of a fast-growing business. Aspen & Ivy values authenticity, honesty and a killer work ethic, while delivering and upholding the highest standard in everything we do. Self-development, learning and growth is highly valued. If you appreciate good design, have strong organizational and coordination skills, and are passionate about client experience and want to join a fast paced team, Aspen & Ivy is the company for you.

The ideal candidate is adaptable, honest, with strong attention to detail and excellent time management skills, top that with a sense of humour and it's a match made in heaven.

The primary responsibility of the Administrative Assistant in the Barrie Design Centre is to ensure accurate and timely execution of administrative services.

 

Office Maintenance

  • Organizing meetings + managing databases

  • Ordering + maintaining office + office supplies

  • Filing, answering phone calls, e-mail correspondence

  • Implementing and maintaining procedures/office administrative systems

  • Management of sample and literature library

  • Sorting and sending mail

 

Project Related Tasks

  • Manage invoices + payments from all vendors

  • Showroom/workroom visits, pick-ups/deliveries, and contractor scheduling

  • Meeting scheduling and preparation, sample ordering, and project and purchasing-related coordination

 

Administrative: 

  • Act as first point of contact in the office.

  • Greet visitors and direct them to appropriate staff

  • Assist with answering phone, distribute messages, transfer calls in a professional and timely manner

  • Manage and distribute office mail

  • Purchase/replenish inventory of office supplies

  • Purchase/replenish coffee/lunch room supplies/food

  • Create and manage purchase orders related to general office purchases.

  • Order lunch and pick up or arrange for timely delivery for meetings.

  • Assist with staff events (planning, set-up, food)

  • Maintain active employee phone lists, floor plans, current home address/telephone

  • Maintain documents on Microsoft 365

  • Assist with meetings, and conference room schedules

  • Interface with outside vendors for servicing of office equipment

  • Maintain + update vendor catalogue

  • Provide support for all supply chain procedures, from coordinating deliveries to managing shipping documentation, to assisting in end of quarter inventory count.

  • Work with carriers, and other shipping personnel to manage freight and courier bookings

  • Work with Customs to clear incoming/outgoing shipments

  • Provide support / assistance with EDS procurement

  • Assist in end of quarter inventory counting

 

Accounting: 

  • Assist with vendor/trade transactions using StudioDesigner

  • Post vendor invoices to SD

  • Maintain/update vendor records, (address, remittance information, etc.)

  • Receive and scan cheques – Email advice to accounting dept.

  • Maintain regular communication with outside bookkeeping firm

  • Maintain accounting records room, (filing)

 

COVID-19 Considerations:
Masks are required if you are working in the same area as somebody else.
Maintain physical distancing of 2 metres.
Hand washing / hand sanitizer – use frequently.
Clean common surfaces and equipment handled with sanitary wipes before and after use.

 

Candidate Skills/Preferred Qualifications

  • Proficient in Microsoft 365 not required, but preferred

  • Exceptional computer skills

  • Working Knowledge of Instagram and Facebook

  • Strong administrative + organizational skills

  • Detail-oriented

  • Initiative and the ability to ‘make things happen’

  • Exceptional written + oral communication skills

  • Strong organizational + time management skills

  • Problem solving skills (Highly resourceful)

  • Ability to work in a very fast paced environment

  • Honesty + reliability

  • Flexibility + adaptability to juggle a range of different tasks

  • Discretion + understanding of confidentiality issues

  • Office assistant/manager experience an asset

  • An eye and appreciation for interior design as asset

  • Added asset - sales experience, bookkeeping

  • Customer service and/or client interaction experience

  • Mac/Apple based user knowledge preferred

  • Must have a working vehicle for office & client-related errands

 

Experience/Education

  • University or College degree

  • Customer service: 1 year (Required)

  • Office management/assistant: 3 years (Preferred)

 

Job Type: Full-time 40 hrs/week – 1 year Contract

Contract Length: 1 Year (Maternity Leave)

Compensation will be commensurate with qualifications, relevant experience and formal education.

 

Benefits:

  • Dental & Health Care

  • On-site parking

  • Paid time-off

 

Schedule:

  • Monday to Friday 9am – 5pm

 

 

Please email your resume to: hello@aspenandivy.ca

or apply online below.

 

Closing Date: October 2nd, 2020

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